Legal Billing & Accounting Coordinator
Indexed description
The Role
Join a collaborative intellectual property law firm where you will own the firm’s billing function, work directly with attorneys and clients, and have the opportunity to improve processes rather than simply maintaining them. Beyond managing core invoicing functions, you will serve as a key member of our accounting team, remaining ready to flex and help with various departmental functions wherever needed. If you enjoy solving problems, streamlining workflows, and being a trusted partner, we would love to meet you.
This position is open due to a long-tenured employee’s retirement, offering the opportunity to join a stable firm as a part of a collaborative three-person accounting team.
What You’ll Do
Billing:
- Maintain and optimize our billing and invoice process to ensure data accuracy, maximize efficiency, and streamline workflows.
- Generate, review, and audit ongoing Bill Review Reports to ensure accurate time entry, budget compliance and task completion. Apply necessary adjustments prior to Partner review, implement final revisions as directed.
- Create and submit client invoices, ensuring they meet client requirements based on customized Outside Counsel Guidelines, including fixed-fee arrangements, submission deadlines and proper billing formats.
- Update, onboard and maintain billing information within the firm billing system, including client fee schedules, employee billing rates and expense schedules
- Establish working relationships with e-billing site vendors and client billing specialists
- Proactively identify and implement automation or AI tools to optimize daily billing and accounting practices.
- Process and pay vendor invoices, onboard new vendors, and perform comprehensive monthly financial reconciliations
- Act as a core pillar of the accounting department, assisting with staff questions, reviewing recorded bills, and stepping in to support team functions during high-volume periods.
- Monitor Work in Process, generate monthly AR reports, and proactively address invoice rejections or reductions to resolve discrepancies quickly.
- Maintain proactive, professional communication with clients and partners to streamline the payment process and cash flow
- Education: Associate's or Bachelor's degree in Accounting, Finance, or Business Administration. Or equivalent combination of education and experience.
- Experience: 3+ years’ management of legal billing and accounts receivable (Law firm experience preferred).
- Skills:
- Proficiency with accounting systems (QuickBooks experience preferred)
- Experience with legal e-billing portals (e.g., Legal Tracker, Onit, Collaborati) and LEDES formatting preferred
- Advanced Microsoft Office skills (specifically Excel and spreadsheet management)
- Core Competencies:
- Strong problem-solving skills and issue-resolution capabilities
- High level of professional integrity and attention to detail.
- Excellent analytical, organizational, and collaboration skills
- Self-driven with a proven ability to multi-task, prioritize a heavy workload and meet tight monthly deadlines.
- Strong written and verbal communication skills
Benefits include:
401(k) with employer contributions
Health insurance + HSA with firm contribution
Dental and vision coverage
Paid parental leave
Short-term and long-term disability
Life and accidental death insurance
Employee assistance program
Paid time off
This role requires access to systems and information subject to U.S. export control laws, including the International Traffic in Arms Regulations (ITAR). To be considered, applicants must be legally authorized to access ITAR-controlled data under applicable federal requirements (e.g., U.S. citizens, lawful permanent residents, or protected individuals under 8 U.S.C. 1324b(a)(3)).
This employer participates in E-Verify.
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